Office Manager for VP of Student Achievement

Jackson College • Jackson, MI

1d • Onsite

About The Position

The Office Manager for the Vice President of Student Achievement and Academics (VP) plays a pivotal role in supporting the administrative and operational functions of the academic affairs operation at Jackson College. This position requires a combination of organizational skills, attention to detail, and the ability to work under pressure while maintaining a high level of professionalism. Additionally, this position has ongoing responsibility for assignments that require the use of technical skills, independent judgment, and organizational and coordination skills to manage the VP's work and provide limited support to the deans. This work may be of a confidential and sensitive nature. Assigned duties may include management and technical tasks, managing and supervising student worker staff, and working with faculty and faculty committees. These require a thorough knowledge of College policies, procedures, and programs. Finally, coordinate the VP meeting and area needs with the President’s Chief of Staff. The position is also responsible for Carl D. Perkins grant administration, including coordination with the Michigan Department of Labor, preparation of required reports, tracking of purchasing activity, and ensuring compliance with applicable federal and state regulations.

Requirements

• Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or three years related experience and/or training; or equivalent combination of education and experience.
• Ability to manage a complex project from initiation through completion, to work independently, and with a thorough knowledge of the Instructional Division of the institution and its personnel.
• Capable of maintaining workload and professional appearance in a stressful environment.
• Knowledge of administrative software and organization of research material is required.
• Ability to present a positive image for the College in relations with others and in one’s personal habits.
• Cooperative personality to function effectively with others and resolve conflicts.
• Extreme care in preserving the confidentiality of records and activities related to the position.
• Ability to handle multiple tasks, coordinate projects and people, and to take initiative.
• Excellent customer relations skills.
• Thorough knowledge of Microsoft Office TM, including Word, Access, Excel, web-based systems, Publisher, Outlook, PowerPoint, as well as web page development software, Adobe, and data-based database systems (preferably Colleague and Web) are essential.
• Excellent written and oral communication and note-taking skills, as defined by the supervisor.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence, and document processes and procedures.
• Ability to calculate figures and amounts such as fractions, percentages, ratios, and proportions in practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Nice To Haves

• Experience with purchasing, budget-tracking, and grant-reporting systems is also preferred.
• Knowledge of statistics is helpful.

Responsibilities

• Provides administrative support services to the VP and to the departments that report to the VP.
• Manages the flow of information through the VP’s office, both paper-based and in the electronic environment, and responds independently when possible.
• Acts as the primary point of contact for the office, handling inquiries and communications from faculty, staff, students, and external parties.
• In the absence of the VP and/or Academic Deans, uses creative problem-solving and directs concerns to appropriate personnel.
• Maintains the Academic Deans’ website in coordination with the VP, Academic Deans, institutional integrity committees, and Marketing.
• Arranges registration, travel accommodations, travel forms, and meeting arrangements for the VP, Academic Deans, Academic Integrity Committees, and other department administrators.
• Oversees agenda and materials for Academic Integrity Committee Meetings, Academic Leadership Team, Academic Council, recording of minutes, and posting online.
• Oversees Outstanding Faculty Awards, Student Excellence Awards, Outstanding Student Awards, Academic Dishonesty processes, and Deans’ List.
• Organizes and coordinates meetings and events related to Academic Affairs, including preparing agendas, minutes, and relevant materials.
• Develops, plans for, and facilitates the implementation of special projects, solutions, and procedures.
• Documents processes, maintains data files, and supports the academic environment in information and reporting needs.
• Processes Professional Activity Requests for faculty and staff.
• Ensures compliance with Travel Policy and Travel Voucher reimbursement requests.
• Processes Purchase Order Requisitions and Vouchers that require VP approvals to ensure purchasing policy is followed, and budgets are maintained.
• Administers Carl D. Perkins grant funding, including working with the Michigan Department of Labor, preparing and submitting required reports, tracking purchasing activity, maintaining documentation, and ensuring compliance with applicable federal and state regulations.
• Processes and ensures all stipend requests requiring VP and Academic Dean approval are accurate and have been completed as described.
• Leads or contributes to special projects as assigned by the VP, which may include research, data analysis, report preparation, and presentations.
• Works with the Institutional Research and the VP office to maintain college policies.
• Responsible for understanding, supporting, and actively demonstrating the College’s beliefs, values, mission, and vision, and being in agreement to be evaluated by the same.
• In conjunction with the VP, manages the federal Perkins V Grant, overseeing compliance, reporting, and purchases used by the grant.
• Serves in supporting departments with accreditation compliance.
• Collaborate with Faculty and Deans to ensure articulation agreements are developed and maintained in a timely manner.
• Coordinate Partnership signing events with external partners and marketing.
• Assigns and directs the work of student employees.

Benefits

• The College reserves the right to request proof of degree or certification at a later date if these documents are required as part of the qualifications for the position.
• Final candidates will be subject to a criminal background as part of the employment process.
• If selected you will be required to complete the US Citizenship and Immigration Services, Employment Eligibility Verification form I-9 and provide documentation verifying identity and eligibility to work in the United States.
• Applicants must already be eligible to work in the United States to be considered.
• Applicants with disabilities may request accommodation to complete the application and interview process.
• A copy of Jackson College's Annual Security Report and Annual Fire Safety Report is available on the JC Campus Safety & Security website.
• Applicants have rights under Federal employment laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree